QMSrs work Instruction
HR Management Work Instructions
This Document is the Work Instructions (WI) for
HR Management
ID
QMSrs-009-E- HR
Title:
QMSrs HR Management Work Instruction
DCR ID
DCR-004
Issue No.
4
Date:
1/1/2017
PAGE 2 of 26
© 2017QMS Resourcing Services Ltd Confidential Uncontrolled in Print
2
Introduction ......................................................................... 3
Purpose
...................................................................................
3
Scope
.......................................................................................
3
Referenced Documents
...........................................................
3
HR Management Process ...................................................... 4
HR Management Work Instructions ...................................... 4
Contracts .............................................................................. 4
Manage Contract Group
.........................................................
4
Employees ............................................................................ 6
Create Employee
.....................................................................
6
Manage Employee Education
................................................
10
Manage Employee Address
...................................................
12
Manage Employee
................................................................
15
Manage Residence Document
...............................................
16
Organization Management .................................................. 18
Create Position
......................................................................
18
Manage Organization Levels
.................................................
20
Manage Organization Units
..................................................
20
Manage Position
...................................................................
24
Quality Records and Archives ............................................... 26
ID
QMSrs-009-E- HR
Title:
QMSrs HR Management Work Instruction
DCR ID
DCR-004
Issue No.
4
Date:
1/1/2017
PAGE 3 of 26
© 2017QMS Resourcing Services Ltd Confidential Uncontrolled in Print
3
INTRODUCTION
This Document is the Work Instruction (WI) for HR Management
PURPOSE
This WI defines the steps that are followed to add and monitor human resources in
the organisation
SCOPE
The WI applies to the QMSrs Tool set that accompanies this WI
REFERENCED DOCUMENTS
Doc. No.
Doc. Description
QMSrs-T-00-E
QMSRS Document Template
ID
QMSrs-009-E- HR
Title:
QMSrs HR Management Work Instruction
DCR ID
DCR-004
Issue No.
4
Date:
1/1/2017
PAGE 4 of 26
© 2017QMS Resourcing Services Ltd Confidential Uncontrolled in Print
4
HR MANAGEMENT PROCESS
This section displays the flow of the process.
HR MANAGEMENT WORK INSTRUCTION
CONTRACTS
This section can by used by the HR coordinator, it include the following:
MANAGE CONTRACT GROUP
This section explains how to create a contract group in the QMS.
To create a contract group:
Go to HR Management section in the QMS.
From Contracts select ‘Manage Contract Group’.
Click on add icon " “.
Fill the mandatory fields with the red asterisk ‘*’ and any other fields you
have data for.
Click on save icon “ ” to save changes that appears at the top of the
window.
Contract group Entry Fields
Below are the fields to be completed when adding a contract group.
ID
QMSrs-009-E- HR
Title:
QMSrs HR Management Work Instruction
DCR ID
DCR-004
Issue No.
4
Date:
1/1/2017
PAGE 5 of 26
© 2017QMS Resourcing Services Ltd Confidential Uncontrolled in Print
5
EDIT CONTRACT GROUP
Go to HR Management section in the QMS.
From Contracts select ‘Manage Contract Group’.
Click on edit icon“ “beside the contract that you want to edit.
Make the necessary changes.
Click on “Save “to save the amended data or “Cancel” to cancel the changes.
Field Name
Description
Contract Group Details
Group Name
Enter the group title ( placing employees into a particular
classification)
Is a Constraint
Maturity
Check the box if the contract has constraint maturity
(factors that affect the relationship between experience
and pay rates)
Contract Duration
Enter the contract duration time and select the value from
drop down list in terms of (days, years, months) for the
contract
Description
Enter the contract description
ID
QMSrs-009-E- HR
Title:
QMSrs HR Management Work Instruction
DCR ID
DCR-004
Issue No.
4
Date:
1/1/2017
PAGE 6 of 26
© 2017QMS Resourcing Services Ltd Confidential Uncontrolled in Print
6
DELETE CONTRACT GROUP
Go to HR Management section in the QMS.
From Contracts select ‘Manage Contract Group’.
Click on delete icon “ “beside the contract that you want to delete.
To delete the participant click on “OK “or “Cancel “to cancel deleting.
EMPLOYEES
CREATE EMPLOYEE
In this section the administrator can add employee to the HR System
To add new employee:
Go to HR Management section in the QMS.
From Employees select ‘Create Employee’.
Click on add icon " “.
Fill the mandatory fields with the red asterisk ‘*’ and any other fields you
have data for.
Click on “Save “to save the amended data or “Cancel” to cancel the changes.
Create Employee Entry Fields
ID
QMSrs-009-E- HR
Title:
QMSrs HR Management Work Instruction
DCR ID
DCR-004
Issue No.
4
Date:
1/1/2017
PAGE 7 of 26
© 2017QMS Resourcing Services Ltd Confidential Uncontrolled in Print
7
Field Name
Description
Personal Details
Personnel ID
Enter the ID of the employee
Title
Select the title from the drop down list
First Name
Enter the first name of the employee
Middle Name
Enter the middle name of the employee
Last Name
Enter the last name of the employee
Known as
Enter the nick name of the employee
Date of Birth
Select the date from the calendar
Country of Birth
Select the country from the drop down list
Gender
Select the gender from the drop down list
Material Status
Select the material status from the drop down list
Religion
Select the religion from the drop down list
Email Address
Enter the email address
Additional Details
Enter any additional details
Nationality and Residence Permit
ID
QMSrs-009-E- HR
Title:
QMSrs HR Management Work Instruction
DCR ID
DCR-004
Issue No.
4
Date:
1/1/2017
PAGE 8 of 26
© 2017QMS Resourcing Services Ltd Confidential Uncontrolled in Print
8
Nationality Details
Passport No.
Enter the passport number
Date of Issue
Select the date from the calendar
Expiry Date
Select the date from the calendar
Issuing Authority
Select the country from the drop down list
Residence Info
Document No.
Enter the document number
Valid From
Select the date from the calendar
Valid To
Select the date from the calendar
Residence Type
Select the type from the drop down list
Residence Status
Select the status from the drop down list
Address Details
Address Line 1
Enter the first line address
Address Line 2
Enter the second line address
Country
Select the country from the drop down list
City
Enter the name of the city
ID
QMSrs-009-E- HR
Title:
QMSrs HR Management Work Instruction
DCR ID
DCR-004
Issue No.
4
Date:
1/1/2017
PAGE 9 of 26
© 2017QMS Resourcing Services Ltd Confidential Uncontrolled in Print
9
Postal Code
Enter the Postal Code
Contact Details
Contact Info
Click on create icon“ “to add the contact info then
enter the contact number and select the contact type
from the drop down list
Organizational Assignment
Contract Details
Contract ID
Enter the ID of the contract
Contract Group
Select the contract group from the drop down list
Contract Duration
Enter the duration time and select the value from drop
down list in terms of (days, years, months) for the
contract
Start Date
Select the date from the calendar
Expiry Date
Select the date from the calendar
Employment Mode
Select the mode from the drop down list
Organization Assignment
Assigned Position
Click on search sign" " then select the position from
the drop down list.
ID
QMSrs-009-E- HR
Title:
QMSrs HR Management Work Instruction
DCR ID
DCR-004
Issue No.
4
Date:
1/1/2017
PAGE 10 of 26
© 2017QMS Resourcing Services Ltd Confidential Uncontrolled in Print
10
MANAGE EMPLOYEE EDUCATION
In this section user can manage employee education record in the HR System.
To add new employee education record:
Go to HR Management section in the QMS.
From Employees select ‘Manage Employee Education’.
Click on search sign" " then select the employee that you want to add
education record for from the drop down list.
Click on add icon " “.
Fill the mandatory fields with the red asterisk ‘*’ and any other fields you
have data for.
Click on “Save “to save the amended data or “Cancel” to cancel the changes.
Date of Assignment
Select the date from the calendar
Field Name
Description
Educational Details
Degree
Select the degree from the drop down list
Award Title
Enter the title of the award
ID
QMSrs-009-E- HR
Title:
QMSrs HR Management Work Instruction
DCR ID
DCR-004
Issue No.
4
Date:
1/1/2017
PAGE 11 of 26
© 2017QMS Resourcing Services Ltd Confidential Uncontrolled in Print
11
EDIT EMPLOYEE EDUCATION
Go to HR Management section in the QMS.
From Employees select ‘Manage Employee Education’.
Study Mode
Select the mode from the drop down list
Institute /university
Enter the name of the university or institute
Start Date
Select the date from the calendar
End Date
Select the date from the calendar
Faculty
Enter the name of the faculty
Department
Enter the name of the department
Grade System
Select the system from the drop down list
Grade Score
Enter the score grade according to the grade system
you chose
Country
Select the country from the drop down list
City
Enter the name of the city
ID
QMSrs-009-E- HR
Title:
QMSrs HR Management Work Instruction
DCR ID
DCR-004
Issue No.
4
Date:
1/1/2017
PAGE 12 of 26
© 2017QMS Resourcing Services Ltd Confidential Uncontrolled in Print
12
Click on search sign" " then select the employee that you want to edit its
education record for from the drop down list.
Click on edit icon“ “beside the education record that you want to edit.
Make the necessary changes.
Click on “Save “to save the amended data or “Cancel” to cancel the changes.
DELETE EMPLOYEE EDUCATION
Go to HR Management section in the QMS.
From Employees select ‘Manage Employee Education’.
Click on search sign" " then select the employee that you want to delete its
education record for from the drop down list.
Click on delete icon “ “beside the education record that you want to
delete.
To delete the education record click on “OK “or “Cancel “to cancel deleting.
MANAGE EMPLOYEE ADDRESS
In this section user can manage employee address in the HR System.
To add new employee address:
Go to HR Management section in the QMS.
From Employees select ‘Manage Employee Address’.
ID
QMSrs-009-E- HR
Title:
QMSrs HR Management Work Instruction
DCR ID
DCR-004
Issue No.
4
Date:
1/1/2017
PAGE 13 of 26
© 2017QMS Resourcing Services Ltd Confidential Uncontrolled in Print
13
Click on search sign" " then select the employee that you want to add an
address for from the drop down list.
Click on add icon " “.
Fill the mandatory fields with the red asterisk ‘*’ and any other fields you
have data for.
Click on “Save “to save the amended data or “Cancel” to cancel the changes.
Employee address Entry Fields
Field Name
Description
Address Details
Address Line 1
Enter the first line address
Address Line 2
Enter the second line address
Country
Select the country from the drop down list
City
Enter the name of the city
Postal Code
Enter the postal code
Contact Details
Click on create icon " " to add contact details
ID
QMSrs-009-E- HR
Title:
QMSrs HR Management Work Instruction
DCR ID
DCR-004
Issue No.
4
Date:
1/1/2017
PAGE 14 of 26
© 2017QMS Resourcing Services Ltd Confidential Uncontrolled in Print
14
EDIT EMPLOYEE ADDRESS
Go to HR Management section in the QMS.
From Employees select ‘Manage Employee Address’.
Click on search sign" " then select the employee that you want to edit its
address for from the drop down list.
Click on edit icon“ “beside the address that you want to edit.
Make the necessary changes.
Click on “Save “to save the amended data or “Cancel” to cancel the changes.
DELETE EMPLOYEE ADDRESS
Go to HR Management section in the QMS.
From Employees select ‘Manage Employee Address’.
Click on search sign" " then select the employee that you want to delete its
address from the drop down list.
Click on delete icon “ “beside the address that you want to delete.
To delete the address click on “OK “or “Cancel “to cancel deleting.
ID
QMSrs-009-E- HR
Title:
QMSrs HR Management Work Instruction
DCR ID
DCR-004
Issue No.
4
Date:
1/1/2017
PAGE 15 of 26
© 2017QMS Resourcing Services Ltd Confidential Uncontrolled in Print
15
MANAGE EMPLOYEE
This section displays the Employees in the organisation. User can edit an employee,
delete him or search one.
EDIT EMPLOYEE
Go to HR Management section in the QMS.
From Employees select ‘Manage Employee’.
Click on edit icon“ “beside the employee that you want to edit.
Make the necessary changes.
Click on “Save “to save the amended data or “Cancel” to cancel the changes.
DELETE EMPLOYEE
Go to HR Management section in the QMS.
From Employees select ‘Manage Employee’.
Click on search sign" " then select the employee that you want to delete
from the drop down list.
Click on delete icon “ “beside the employee that you want to delete.
To delete the employee click on “OK “or “Cancel “to cancel deleting.
ID
QMSrs-009-E- HR
Title:
QMSrs HR Management Work Instruction
DCR ID
DCR-004
Issue No.
4
Date:
1/1/2017
PAGE 16 of 26
© 2017QMS Resourcing Services Ltd Confidential Uncontrolled in Print
16
SEARCH AN EMPLOYEE
User can use varying criteria as follows:
• Click on filter icon “ “at the top of the window, then choose the search
criteria you want.
• Select from the drop down list and click on next icon" ".
• To clear the result of filtration click on delete Filter icon" ".
MANAGE RESIDENCE DOCUMENT
In this section user can manage employee residence document in the HR System.
To add new employee residence document:
Go to HR Management section in the QMS.
From Employees select ‘Manage Residence Document’.
Click on search sign" " then select the employee that you want to add a
residence document for from the drop down list.
Click on add icon " “.
Fill the mandatory fields with the red asterisk ‘*’ and any other fields you
have data for.
Click on “Save “to save the amended data or “Cancel” to cancel the changes.
ID
QMSrs-009-E- HR
Title:
QMSrs HR Management Work Instruction
DCR ID
DCR-004
Issue No.
4
Date:
1/1/2017
PAGE 17 of 26
© 2017QMS Resourcing Services Ltd Confidential Uncontrolled in Print
17
Employee Residence Document Entry Fields
EDIT RESIDENCE DOCUMENT
Go to HR Management section in the QMS.
From Employees select ‘Manage Residence Document’.
Click on search sign" " then select the employee that you want to edit his
residence document from the drop down list.
Click on edit icon“ “beside the residence document that you want to edit.
Make the necessary changes.
Field Name
Description
Residence Document Details
Document No.
Enter the document number
Valid From
Select the date from the calendar
Valid To
Select the date from the calendar
Residence Type
Select the type from the drop down list
Residence Status
Select the status from the drop down list
ID
QMSrs-009-E- HR
Title:
QMSrs HR Management Work Instruction
DCR ID
DCR-004
Issue No.
4
Date:
1/1/2017
PAGE 18 of 26
© 2017QMS Resourcing Services Ltd Confidential Uncontrolled in Print
18
Click on “Save “to save the amended data or “Cancel” to cancel the changes.
DELETE RESIDENCE DOCUMENT
Go to HR Management section in the QMS.
From Employees select ‘Manage Residence Document’.
Click on search sign" " then select the employee that you want to delete his
residence document from the drop down list.
Click on delete icon “ “beside the residence document that you want to
delete.
To delete the residence document click on “OK “or “Cancel “to cancel
deleting.
ORGANIZATION MANAGEMENT
CREATE POSITION
In this section the administrator can add positions to the HR System
To add new position:
Go to HR Management section in the QMS.
From Organization Structure select ‘Create Position’.
Fill the mandatory fields with the red asterisk ‘*’ and any other fields you
have data for.
ID
QMSrs-009-E- HR
Title:
QMSrs HR Management Work Instruction
DCR ID
DCR-004
Issue No.
4
Date:
1/1/2017
PAGE 19 of 26
© 2017QMS Resourcing Services Ltd Confidential Uncontrolled in Print
19
Click on save icon “ ” to save changes that appears at the top of the
window
Create a Position Entry Fields
Field Name
Description
Vacancy Details
Job Title
Enter the title from of the Job
Job Description
Enter the description of the Job
Opening Date
Select the date from the calendar
Closing Date
Select the date from the calendar
Organization Unit
Select the unit from the drop down list
Report To
Check on of the boxes Self or Other Position
If other position, user should select the position from
the drop down list
Required Skills
Skill
Click on create icon“ “to add the new skill ,Double
click to edit the skill and its description, To delete the
added skill just click on the "X" beside the skill that you
want to delete
ID
QMSrs-009-E- HR
Title:
QMSrs HR Management Work Instruction
DCR ID
DCR-004
Issue No.
4
Date:
1/1/2017
PAGE 20 of 26
© 2017QMS Resourcing Services Ltd Confidential Uncontrolled in Print
20
MANAGE ORGANIZATION LEVELS
In this section, the administrator can add organization level to the HR System
To add new level:
Go to HR Management section in the QMS.
From Organization Management select ‘Manage Organization Levels’.
Click on create icon“ “to add the new level and double click on its title to
edit the level.
User can add sub level by clicking on create icon after adding the main level
To edit sub level, double click on its title and change its details.
Click on save icon “ ” to save changes that appears at the top of the
window.
MANAGE ORGANIZATION UNITS
In this section the user can add, edit and organization unit
User can also add edit and delete sub organization unit to the main unit.
ADD UNIT
Go to HR Management section in the QMS.
ID
QMSrs-009-E- HR
Title:
QMSrs HR Management Work Instruction
DCR ID
DCR-004
Issue No.
4
Date:
1/1/2017
PAGE 21 of 26
© 2017QMS Resourcing Services Ltd Confidential Uncontrolled in Print
21
From Organization Management select ‘Manage Organization Units’.
From create icon“ “Add New Main Unit.
Click on the title of the added unit that appears on the left side of the
window.
Fill the mandatory fields with the red asterisk ‘*’ and any other fields you
have data for.
Click on save icon “ ” to save changes that appears at the top of the
window
Add Unit Entry Fields
Field Name
Description
Unit Details
Unit Code
Enter the Code of the unit
Unit Name
Enter the name of the unit
Origination Date
Select the date from the calendar
Related To
Stay empty if the unit is a main unit and if isn't belong to
any other units
Hierarchy Level
Appeared automatically
Organization Level
Select the level from the drop down list
ID
QMSrs-009-E- HR
Title:
QMSrs HR Management Work Instruction
DCR ID
DCR-004
Issue No.
4
Date:
1/1/2017
PAGE 22 of 26
© 2017QMS Resourcing Services Ltd Confidential Uncontrolled in Print
22
EDIT UNIT
Go to HR Management section in the QMS.
From Organization Management select ‘Manage Organization Units’.
Click on the title of the unit that you want to edit which appears on the left
side of the window.
Make the necessary changes.
Click on save icon “ ” to save changes that appears at the top of the
window.
DELETE UNIT
Go to HR Management section in the QMS.
From Organization Management select ‘Manage Organization Units’.
Click on the title of the unit that you want to delete which appears on the left
side of the window.
Click on delete icon " " at the top of the window.
Click on “OK “ to delete the unit
Click on save icon “ ” to save changes that appears at the top of the
window.
Location
Select the location from the drop down list
ID
QMSrs-009-E- HR
Title:
QMSrs HR Management Work Instruction
DCR ID
DCR-004
Issue No.
4
Date:
1/1/2017
PAGE 23 of 26
© 2017QMS Resourcing Services Ltd Confidential Uncontrolled in Print
23
ADD CHILD UNIT
Go to HR Management section in the QMS.
From Organization Management select ‘Manage Organization Units’.
Click on the title of the unit that you want to add a child unit for, which
appears on the left side of the window.
From create icon“ “select " Create New Child Unit"
Enter the title of the child unit and fill other fields.
Click on save icon “ ” to save changes that appears at the top of the
window.
Click on “OK “or “Cancel “to cancel adding.
EDIT CHILD UNIT
Go to HR Management section in the QMS.
From Organization Management select ‘Manage Organization Units’.
Click on the title of the child unit that you want to edit which appears on the
left side of the window under the main Unit.
Make the necessary changes.
ID
QMSrs-009-E- HR
Title:
QMSrs HR Management Work Instruction
DCR ID
DCR-004
Issue No.
4
Date:
1/1/2017
PAGE 24 of 26
© 2017QMS Resourcing Services Ltd Confidential Uncontrolled in Print
24
Click on save icon “ ” to save changes that appears at the top of the
window.
Click on “OK “or “Cancel “to cancel editing.
DELETE CHILD UNIT
Go to HR Management section in the QMS.
From Organization Management select ‘Manage Organization Units’.
Click on the title of the child unit that you want to delete which appears on
the left side of the window under the main unit.
Click on delete icon " " at the top of the window.
Click on “OK “or “Cancel “to cancel deleting.
MANAGE POSITION
In this section the user can edit and delete positions
EDIT POSITION
Go to HR Management section in the QMS.
From Organization Management select ‘Manage Position’.
Click on edit icon“ “beside position that you want to edit.
ID
QMSrs-009-E- HR
Title:
QMSrs HR Management Work Instruction
DCR ID
DCR-004
Issue No.
4
Date:
1/1/2017
PAGE 25 of 26
© 2017QMS Resourcing Services Ltd Confidential Uncontrolled in Print
25
Make the necessary changes.
Click on “Save “to save the amended data or “Cancel” to cancel the changes.
DELETE POSITION
Go to HR Management section in the QMS.
From Organization Management select ‘Manage Position’.
Click on delete icon “ “beside the position that you want to delete.
To delete the position click on “OK “or “Cancel “to cancel deleting.
SEARCH POSITION
User can use varying criteria as follows to search for a position:
Click on filter icon “ “at the top of the window, then choose the search
criteria you want.
Select from the drop down list and click on next icon" ".
To clear the result of filtration click on delete Filter icon" ".
ID
QMSrs-009-E- HR
Title:
QMSrs HR Management Work Instruction
DCR ID
DCR-004
Issue No.
4
Date:
1/1/2017
PAGE 26 of 26
© 2017QMS Resourcing Services Ltd Confidential Uncontrolled in Print
26
QUALITY RECORDS AND ARCHIVES
Reference
Record Description
Location
Retention
QMSrs Tool
Quality Records
http://www.qmsrs.org
5 Years
